Project & Administrative Coordinator
Partner's Healthcare

Site: The General Hospital Corporation

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary
General Summary/ Overview:
Reporting to the Executive Director of the Academic Medical Centers (AMC) Office of the Chief Medical Officer (OCMO), the Project and Administrative Coordinator provides comprehensive administrative and project support across the AMC OCMO. This role is responsible for coordinating project activities, managing documentation and data support, and facilitating communication among team members to ensure projects are executed smoothly and effectively.

The Coordinator provides ongoing administrative and project support for the OCMO Ethics Team, oversees the day-to-day operations of the MGPO Physician Commons, and supports the planning and execution of special events and other cross-functional initiatives. In addition, the role supports the broader administrative team under the Executive Director, including scheduling, logistics, ordering and billing, and other operational needs as assigned.

This position also works closely with team members and individuals across the OCMO and the AMCs, partnering with stakeholders at all levels to support day-to-day operations, coordinate internal special projects, and ensure the timely delivery of strategic priorities.

Principal Duties and Responsibilities:

● Assist in the planning, implementation, and monitoring of projects.
● Coordinate meetings, prepare agendas, and take minutes to document discussions and action items.
● Support project managers in tracking project progress and identifying any issues that may arise.
● Facilitate communication between project teams, stakeholders, and external partners to ensure alignment and collaboration.
● Assist with data collection and analysis related to project performance and outcomes.
● Coordinates supplies and workspace set-up for new employees. Helps new employees gain access to software programs, building access and materials.
● Coordinates numerous building services for multiple departments such as building badges, work and repair orders, vending and coffee machines, shredder and copier equipment and supplies.
● Coordinates inventory and allocation of office equipment, software licenses, computers, phones, furniture, etc.
● Oversees purchases of equipment, office supplies and the maintenance of lease agreements and contracts for outside services.
● Initiates purchase order requests, obtaining purchase order confirmations and the follow through of payment for vendors and consultants.
● Responsible for maintenance of multiple calendars and filing systems. Schedules numerous large and complicated meetings and events
● Submits accounts payable invoices and maintains expense files for primary vendors.
● Provide complex calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with administrative staff across the system to book hard-to-schedule meetings with other execs and leaders.
● Prepare expense reports and process invoices.
● Other ad hoc administrative duties and projects as assigned
● Coordinate and prepare meeting agendas, gather content, edit presentation decks, and track action items requiring follow-up on behalf of leadership
● Arrange for conference room and technical support (i.e.: projector, teleconferencing services) and prepare materials (agendas and PowerPoint decks) as necessary.

Qualifications

Qualifications:

• Bachelors or Associates degree preferred; high-school degree required.
• Experience with project coordination and administrative support required.
• Experience in planning and supporting large-scale meetings and complex scheduling responsibilities required.
• Proficiency in the use of MS Office tools including Word, Excel, PowerPoint and Teams is required
• Experience with purchase orders, billing, and expense reports strongly preferred.
• Experience within a healthcare environment preferred

Skills/Abilities/Competencies:

• Possess strong interpersonal skills to effectively communicate with cross functional teams including staff at all levels of the organization
• Professional demeanor, ability to successfully negotiate and collaborate with others of different skill sets, backgrounds, and levels within and external to the organization
• Requires minimal direction from leadership and possesses the ability to learn quickly
• Demonstrates team oriented, collaborative nature and customer service attitude.
• Ability to work independently exercising good judgment, diplomacy and discretion and maintain strict confidentiality.
• Ability to multi-task, prioritize and meet deadlines while working under pressure.
• Excellent written and verbal communication skills.
• Excellent attention to detail and follow-through.
• Flexible, resourceful, and resilient. Adapts quickly and happily to changing conditions, uses resources and relationships to develop solutions.
• Extraordinarily organized with excellent attention to detail, follow through and a proactive approach to problem-solving and prioritization.

Supervisory Responsibilities:

• No direct reports; may indirectly provide leadership and guidance to less seasoned and new staff

Strong oral and written communication skills.

Fiscal Responsibility:

• No direct budgetary responsibility
• Demonstrates fiscal responsibility by effectively using Mass General Brigham resources

Working Conditions:

• Hybrid work model. When in office normal working conditions; office setting.
• Possible local travel to Mass General Brigham sites
• While performing the duties of this job, the employee is frequently required to sit; talk; or hear; use hands to finger; handle; or feel; reach with hands and arms. The employee is occasionally required to stand; walk; and stoop; kneel; or crouch. The employee must frequently lift and/or move up to 5 pounds and occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision and depth perception.

Additional Job Details (if applicable)

Remote Type

Hybrid

Work Location

125 Nashua Street

Scheduled Weekly Hours

40

Employee Type

Regular

Work Shift

Day (United States of America)

Pay Range
$19.81 - $28.30/Hourly

Grade
3

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

EEO Statement:

1200 The General Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

Mass General Brigham Competency Framework

At Mass General Brigham, our competency framework defines what effective leadership "looks like" by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused, half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance, make hiring decisions, identify development needs, mobilize employees across our system, and establish a strong talent pipeline.

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